GDPR IS HERE
This legislation replaced previous data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data. One of the rights is a right to be informed, which means we have to give you even more information than we did previously about the way in which we use, share and store your personal information. This means that we published this new privacy notice so you can access this information, along with information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it.
HOW WE USE YOUR INFORMATION
This privacy notice tells you what to expect when Magic Beans Accounts Limited collects personal information. It applies to information we collect from:
- visitors to our social media platforms and contact us;
- people who use our services;
- job applicants and our current and former employees.
- visitors to our websites
When someone visits www.magicbeans.online we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Your internet browser has the in-built facility for storing small files – “cookies” – that hold information which allows a website to recognise your account. Our website takes advantage of this facility to enhance your experience. You have the ability to prevent your computer accepting cookies but, if you do, certain functionality on the website may be impaired.
PEOPLE WHO CONTACT US VIA OUR WEBSITE
Our secure “contact us” page takes basic information to allow us to contact you or to provide further information to you, such as a quote for services, as requested by you. We do not share these details with any third party.
Please be aware that you have a responsibility to ensure that any information you send us via our website is within the bounds of the law.
If you send us a private or direct message via social media the message will be stored by the social media provider. It will not be shared with any other organisations.
PEOPLE WHO CALL OUR OFFICES
We do not record any calls but we may take basic information to allow us to return your call or to provide further information to you, such as a quote for services, but only if requested by you.
PEOPLE WHO EMAIL US
We use office365 and Outlook. If your email service does not support this, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
PEOPLE WHO MAKE A COMPLAINT TO US
If we receive a complaint from a person we will make up a file containing the details of the complaint. This will contain the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We would have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
PEOPLE WHO USE MAGIC BEANS’ SERVICES
Magic Beans offers various services to the public. We have to hold details of the people who have requested our service in order to provide them efficiently. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about a company director who has requested we provide company accounts or personal tax returns. When people do subscribe to our services, they are provided with an engagement letter that clearly explains our obligations and they can cancel their subscription with 30 days written notice and are given an easy way of doing this.
Data collected is held in accordance with the General Data Protection Regulations. All reasonable precautions are taken to prevent unauthorised access to this information.
JOB APPLICANTS, CURRENT AND FORMER MAGIC BEANS’ EMPLOYEES
Magic Beans is the data controller for any information you provide during the application process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org.
WHAT WILL WE DO WITH THE INFORMATION YOU PROVIDE TO US?
All of the information you provide during the application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
WHAT INFORMATION DO WE ASK FOR, AND WHY?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
Under the General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
COMPLAINTS OR QUERIES
Magic Beans tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Magic Bean’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Magic Beans Accounts Limited
18 Hill Street
If you want to make a complaint about the way we have processed your personal information, you can contact us at email@example.com.
ACCESS TO PERSONAL INFORMATION
Magic Beans tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations. If we do hold information about you we will:
give you a description of it
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
- To make a request to Magic Beans for any personal information we may hold you need to put the request in writing addressing it to our Data Protection Officer, writing to the address provided below:-
Magic Beans Accounts Limited
18 Hill Street
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer.
DISCLOSURE OF PERSONAL INFORMATION
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information individuals concerned and with other relevant bodies.
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice: We keep our privacy notice under regular review. This privacy notice was last updated on 23 January 2019.